Quick Guide OneNote. What is OneNote?

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1 This quick guide gives provides you with a good insight into how to use the OneNote smart tool. The content is updated continuously. At the end of the quick guide you will find exercises that will help you to get started. Practical exercises What is OneNote? OneNote is an excellent program to use as a meeting place, made up of texts, images, sounds, spreadsheets, links, web pages, files, digital manuscripts/ images etc. A digital notebook, quite simply. You can share the notebook (in real time) with others via a network or online, which, among other things, enables several people to put all the information in a project there, instead of working in a number of different programs. You also see who has made which entry. Notebooks, section tabs and pages OneNote is structured as a digital notebook where you can collect information about most things. OneNote is used in a single program - pane. Each new area you collect (and potentially share) information about, is called a notebook and it is divided into Sections which categorize the information), which can have their own Pages. The sections can be likened to the tabs in a traditional notebook. In each section, you can have one or a number of pages and they can be likened to the empty sheets in the traditional notebook. OneNote helps you to work in a more structured and organized way on meetings, projects and general administration. Among other things, Onenote enables you to Assemble ideas and information Organize notes Collaborate in groups Edit directly in a web browser Benefits Simple to learn Everything collected in one place You never need to save. Possible to share with others (e.g. work groups) Access via web and mobile units Well integrated with Office/SharePoint LEXICON

2 OneNote online If you work via the web browser, you can create a new notebook from OneDrive for business. 1. Click on the start icon in Office 365 and select OneDrive in the quick start view. 3. Enter a file name and press Create. 4. The notebook is created and opens in OneNote online. You come to an unnamed section, on an unnamed page and can start working at once. 2. Click on New OneNote notebook. LEXICON

3 Pages and sections You are located automatically in an empty section and on a blank page. To create new sections and new pages, press on the + symbol To give the page a name, click on the place holder and enter a heading. You can see in the left-hand view how the page's name is updated. You can delete sections and pages by right clicking and selecting Delete. To change name of the section, right click on it and select Rename. Enter the desired name and click OK. Entering content Click wherever you like on a page and start writing. To format text, use the Home menu tab and select formatting options. LEXICON

4 Inserting objects Using the Insert menu tab, you can select to insert items such as images, attachments, links, sound recordings etc. Preferably, write a text to the recipients and click on Share. The recipients are sent an message with a link to the common notebook. Sharing notebooks online To be able to share a notebook, requires that it is saved on OneDrive for business or websites in Office 365. Click on the Share button in the program pane's top right corner. Several people can be inside a shared notebook working simultaneously. To see who is doing what, click on the menu tab Show Author. Indicate who is to be given access to the notebook and whether they shall be permitted to edit or just be able to view the content. LEXICON

5 You can see who is viewing the object right now. You can also chat with the people that are online. OneNote desktop version Click on Edit in OneNote to open in OneNote which is installed on the computer. This gives you access to more functions than via the online version. The notebook is still saved on OneDrive. Open via the OneNote app in the web browser If you have notebooks in the OneNote desktop version, you can also access them from the OneNote app via the Start button in Office 365. Click on the start button and on the symbol for OneNote. Not everybody has access to the installed version of OneNote. It depends on which type of subscription you have. A list is displayed of your notebooks and those that are shared with you. Click on a notebook to open it. LEXICON

6 The program pane OneNote's program pane consists of several parts and can be expanded and compressed in several ways. Menu tabs Contain all function commands. Section tabs Contain the notebooks and their sections. Working area Displays the - content in marked section. Pages Contain the pages you create for each section. Window views You can change view by clicking on the View menu tab, selecting one of three option in the Views group. When you select Dock to desktop, OneNote is displayed in a smaller window. Other options are selfevident. To return to normal view (from full page view or docked view), click on the symbol You browse among notebooks here. All sections are displayed here. Displays the working area as a full page. Minimize the menu tab's area OneNote remembers where you were most recently located and opens the location at the start. LEXICON

7 Synchronizing and working offline The notebooks are saved automatically. Shared notebooks on the web or on a network are saved as a copy at the users who are sharing them. The computers (users) which open and change in the notebook, are synchronized at regular intervals with the computer where the notebook's files are stored. You can adjust the settings and check for any conflicts in the synchronization. Synchronization takes place when you start OneNote. It is not sufficient simply to have your computer in operation. 1. Check and make settings for synchronization/offline work by clicking on the File/Info menu and clicking on the View Sync Status button. 2. Select to synchronize manually (offline), automatically or now. Creating new notebook, section and page Creating new notebook 1. Click on the arrow beside the notebooks and Add notebook. 2. It is possible to save in other locations, but if you work with Office 365, you should make a habit of selecting OneDrive for business. You can also share the notebook with others there. 3. Browse to the location where the notebook is to be stored, name it and click on Create. LEXICON

8 Creating new section When you have just created a new notebook, there is a section entitled New section 1. You can double click - and rename it. If you want to create a new section, click on the + symbol and name it. Change name of section by right clicking on it and selecting Rename. Creating subpages You can create subpages to the primary page by right clicking on the relevant page in the page tab field and selecting Make - Subpage. There are three page levels and you can also drag them sideways to change level. Creating new page There is one page in each section from the start. What you write in the place holder for the heading will also be the page name that you see in the page field. You can create more by clicking on the Add Page button. LEXICON

9 Moving/copying notebook, section, page Move Copy Click on the relevant notebook, page or section, hold down the left mouse button and drag to new position. Click on the relevant notebook, page or section, hold down Ctrl + left mouse button and drag to new position. You can right click, for example on a section, and select Move or Copy. A dialogue box then opens where you browse to the relevant section and then select the Move or Copy button. Writing text At the top of each page there is a place holder with date and time and where you can write a heading. What you write in the heading place holder becomes the page's name. If you click on the date symbol you receive help in selecting another date. The same applies to the - time. You can write wherever you like on the page. Click and write! The text receives its own place holder which adapts to the number of characters you write. Drag the place holder's right edge to change the shape. Drag the top of the place holder's frame to move it. At the top there is a search box where you can enter a word/phrase that is on the page you want to move/copy to. The search hits are displayed in the list instead of notebooks and sections. When the cursor is inside the place holder, you can insert different formats, characters and so-called tags with shortcuts. LEXICON

10 Language checks Under the Review menu tab are tool buttons for spelling, language and translation etc. Point/number lists Or you can use the menu tab area for formatting. 1. Write and mark the list. 2. Click on the arrow at the point list or number list tool and select the type you want to have. LEXICON

11 Creating a table You can create a table directly in a place holder by pressing on the Tab key. The command is also available under the Insert/Table menu tab. Move the cursor over the grid to select number of columns and rows. The table is created when you click. Inserting spreadsheet You can insert a spreadsheet from Excel, so that the information is displayed as an image in OneNote. The function is to be found under the Insert/Spreadsheet menu tab. You have to select whether you want to insert information from an existing file or from a new spreadsheet. if you click on the Insert/Table menu (below the grid), you can enter number of rows and columns. When you have inserted the table, you can: Press Tab to have more cells. Press Enter to have more rows in the cell where you are located. Press Back to delete the characters to the left of the cursor and if you continue to press, the cells which subsequently become empty are also deleted. Mark and right click. Then you obtain partly a formatting palette and partly a menu selection for a table. (See the illustration.) Click on the Layout menu tab, which is a submenu tab to Table Tools, to gain access to more command keys. The menu tab is only displayed when you position the cursor in a table. You can now edit the details by clicking on the Edit button beside the spreadsheet item. Excel then opens and when you update the information there it is simultaneously changed in OneNote. LEXICON

12 Drawing On the Draw menu tab you can, for example, draw/paint free hand, insert figures, mark, pan and order your objects. Inserting time and date Click on Insert/date and time. Creating calculations It is simple to create calculations in OneNote. Write out the calculation, the equals sign and press on Enter, and the calculation is performed. NB. If you change the references, the result is not updated. if you have drawn text, it can be converted to mechanical characters. Attaching files You can attach files to OneNote in several ways. 1. Click on the Insert menu tab and the File Attachment button. 2. Browse to the relevant file and click on Insert. LEXICON

13 3. Either click on: Attach file Insert printout (the whole document is added to OneNote You create links to files with the Link button under the Insert tab. The result looks like this. To edit in the file, double click on the symbol. Using the drag-and-drop technique, you can drag files from the file manager (Explorer) to the relevant page in OneNote. LEXICON

14 Tags Tags are a way to categorize and prioritize your notes. 1. Place the cursor on the row you want to flag. 2. On the Home menu tab, you click on the More arrow, in the Tags group, and then on the tag you want to use. 2. Select how the tags should be displayed in the Group tags by list. 3. Minimize (deselect) any searches by clicking on 4. Select where the search is to take place in the Search in list: When you click on a search hit, OneNote marks the relevant place in the notebooks. You can also click on the Create summary page button and the selections are displayed on an individual page. Removing tags Right click and select Remove Tag. (Tags are also called flags in OneNote.) If you want to remove several tags, mark the entire text (which contains the tags you want to remove) and then press Ctrl + 0 (zero). Searching for tags You can search for tags and view the results in an easy to read summary. 1. Click on the Find Tags button on the Home menu tab. LEXICON

15 Flagging Outlook tasks If you have important notes that are to be followed up, you can flag them. They are then displayed as tasks in Outlook and you can furthermore allocate the task to someone else. 1. Place the cursor in the relevant text. 2. Click on the Home menu tab, on the Outlook Tasks button and select type of task. In OneNote the tag is displayed to the left of the note. In Outlook it is shown in Tasks. Inserting sounds and images 1. Click on the Insert tab and the Record Audio/Record Video button. A recording symbol (of sounds or images) is inserted with the page's name and a specific menu field is displayed. If you are recording an image, a video image of what you the camera is seeing is also displayed. 2. Click on the Pause button if necessary or Stop when you have finished. Play by clicking on one of the Play buttons. When you have completed the task, click on the tag, which changes shape ( ). LEXICON

16 Sending pages to an address Bring up the Home menu tab and click on the page button. Outlook opens and the OneNote page is placed in the message field. Address and send as usual. Sending quick notes from another program You can do this regardless of the program you are using, even in the middle of a PowerPoint presentation. 1. Press + N in the program in which the quick note shall be made. 2. Write the note and close it by clicking on X. Sending information from the web to OneNote Open the relevant webpage (NB: It must be Internet Explorer), right click and select Send to OneNote). In OneNote you retrieve the quick note in the list under all your notebooks. A dialogue box is displayed. Select the relevant notebook, section and page. The information is inserted in OneNote. LEXICON

17 Searching Write your search word/phrase and select where the search is to take place by clicking on the arrow to the right of the search field. The search hits are then listed and you click on the one you want to go to. Close the search by clicking on X. If you perform the search frequently, you can pin it by clicking on Pin search results. Returning to recent edits As you already know, changes are saved automatically in OneNote. But it is possible to go back by clicking on the History menu tab and the Recent Edits button. The edits you have selected are highlighted in yellow. Press Esc to deselect. Changing page color and rule lines Click on the View menu tab, the Page Color button and Rule Lines respectively. LEXICON

18 Sharing notebooks with others 1. Click on the File/Share menu. 2. Indicate who will have permission and click on Share. You can work together in real time in shared notes. You will see who has done what via color markings and the user's initials. Point at the marking to view name and when the change was made. History If you shared a notebook, you can use the History menu tab. You can search by author, recent edits, hide authors etc. there. LEXICON

19 Ending sharing Under the File Share menu, you can see who has access to the notebook you are in. To discontinue sharing (or change permission, for example, from editing to only being able to view), right click on the person you want to remove select Remove user. Closing OneNote As you have already learned, all notebooks are collected in the same OneNote window. Regardless of whether they are your own or if you are sharing them with others. You consequently neither open nor close a notebook (normally), apart from the first time you open OneNote for the day or when you stop working entirely. One of the major benefits of this is that you can see all notebooks simultaneously and they are continuously synchronized (in order to include notes from other people if the notebooks are shared) and indexed (for rapid searching). You close the Onenote program by clicking on X up in the program pane's right edge. Closing or deleting notebooks You close a notebook by bringing it up, clicking on the File/Info menu, clicking on the Settings button and Close. You delete a notebook by going to the relevant folder (in Explorer) and deleting the file. Under the File/Info menu, you can see the folder in which the file is located. LEXICON

20 OneNote via mobile unit if you have saved your notebooks on OneDrive for business, you can access them from wherever you like. Regardless of which type of mobile unit you use, there are apps available for OneNote. You log in with your organization account and then access your notebooks and can also simply create new notes which are synchronized automatically. Practical exercises Create a personal notebook Create a notebook that is intended for personal use (if you do not already have one), e.g. to-do-lists, planning, collecting information etc. Manage sections and pages Create some different sections in order to categorize the content in your note book. Allocate the sections suitable names and colors. Ensure that you know how to create new pages. What do you do to move or copy sections and pages within and between notebooks? Insert objects Test inserting different object to learn to master the functions, e.g. attachments, links, video images, sounds, tables, Excel tables, images, content from web. Use tags Think about fields of application that suit you, and practice using different tags. Test creating your own, customized tags. Use the search function to search for tags, e.g. all to do that are not deselected. You can search both in a specific notebook or in all notebooks. LEXICON

21 Flag Outlook tasks Flag an optional task in OneNote to Outlook. Check that the flag is visible in Outlook. What happens in OneNote when you deselect the flag as completed in Outlook? Send a page via Send one of the pages that you created via to one or several recipients. Search Test the search function and look for content you know that you created previously. The clearer you name headings in OneNote, the better your search results will be. Skype meeting with OneNote If you have started working with digital meetings via Skype for business then OneNote is an excellent meeting tool. Test the function to present notes during a meeting. You can select to present your personal notes to the participants or share common notebooks, so that several people can edit simultaneously during the meeting. If you are unsure of how Skype works, you can learn more in the quick guide, Skype for business. Close notebook Close a notebook which you no longer want to be displayed when you open the program. What do you do to reopen it? Set different options for how the search is to take place, e.g. in all notebooks, in a specific section etc. Share a notebook Think about fields of application where OneNote could make collaboration between you and your colleagues more effective. Create a shared notebook for, for example, a project team, department etc. Test working in the notebook together with your colleagues and note what happens. How can you see who has done what? What do you do to add additional people or remove a person who should no longer have permission? LEXICON